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Effective Grant and Proposal Writing

Did you know that the organization giving away money, has as much difficulty giving away its money, as do those applying to get this money? Find out the hidden millions awaiting your effective proposal. This can be a full day, a half day or a lunch and learn workshop for you or your group.

Successful grant and funding proposals are key to the ongoing success and development of your agency. But creating a well-developed and comprehensive proposal can be difficult for even an experienced writer. To secure funding, you need to know the ins and outs of proposal writing. You need to understand how expectations differ from agency to agency and funder to funder.

Chris Hylton's Grant and Proposal Writing seminar has already helped agencies across the country train and develop the skills they need to access the funding dollars they need for community projects and initiatives. You will learn the proposal-writing process in its entirety, and be able to develop a draft proposal or work on an existing grant proposal with Chris.

The seminar provides you with a comprehensive overview of effective grant proposal techniques, finding best-fit funding sources, and planning for funding sustainability. As participants in the previous seminars can attest, this training session walks you through the key points in developing an effective funding proposal. You have the critical one-on-one support you need to get your questions answered and to develop the skills you need to succeed.

7.
Overview “Grant seeking is not a dance that is done with the grant maker. It is not a mating ritual in which a certain number of head bobs and feather fluffing attract a partner; Building Community: One Project at a Time! CG Hylton 7

8.
Overview Noris it a private club where if one knows the right name and secret handshake she is in the door. Itis better than that! It is a negotiation in which thorough analysis, skill in problem solving, professionalism in design and old-fashioned efforts are rewarded”. Building Community: One Project at a Time! CG Hylton 8

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Overview Funders have as much difficulty giving away their money to groups that closely meet their criteria, as Groups like you have in obtaining the funding. True or False? Building Community: One Project at a Time! CG Hylton 9

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Grant Writing vs. Fundraising? What is the difference? Give examples What have you done in your community? Building Community: One Project at a Time! CG Hylton 10

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Grant writing vs. fundraising Grant writing FundraisingRequires: Requires only: Needs analysis and Problem definition problem statement Only a letter, phone Written proposal call or meeting, as opposed to a written Is specific to a proposal Request for Proposals (RFP) Benefactor or donor Each proposal (even One letter to multiple for same problem) agencies will be different Building Community: One Project at a Time! CG Hylton 11

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Where to begin? To attract funding, the project MUST solve a problem This is the starting point-NOT looking for funding sources- BUT identifying the problem Ifyou are only looking to fund a project that doesn‟t necessarily solve a problem, try fundraising. Ex. Acquiring monies to build a swimming pool at a community center. Building Community: One Project at a Time! CG Hylton 12

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The Problem Grant seeking begins with a problem Theproblem is the match or connection between the organizations (grant seeker and the grant maker) Grantmakers award grants to solve a problem Building Community: One Project at a Time! CG Hylton 13

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Identify the ProblemStep 1: List broad problemsStep 2: Choose a broad problem and list the causesStep 3: Cross out causes that cannot be changed or fixed by your organizationStep 4: Circle any of the causes that your organization has a direct relationship with Building Community: One Project at a Time! CG Hylton 17

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Identify the ProblemStep 5: Group causes that are closely connected, similar problems may need the same solutionStep 6: ChooseStep 7: Specify the target population Building Community: One Project at a Time! CG Hylton 18

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Target Population  Identify the population you want to direct your proposal to Be as specific as possible i.e.: females – age 20-25, single, living at home, makes $$$, works in an office, etc  Identify the population most at risk for the problem Look for disparities i.e.: high school drop out rates increasing, how can we reduce this? Building Community: One Project at a Time! CG Hylton 19

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The SolutionThinking/Reflecting Building Community: One Project at a Time! CG Hylton 20

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The Solution  Your project should be a solution to the real problem Something feasible and where the solution is realistic and achievable  There are always multiple solutions!!! To determine the best solution Conduct search of best practices (research- based) Be prepared to defend innovative approaches  Doesanyone have any ideas or suggestions to add? Building Community: One Project at a Time! CG Hylton 21

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Horse Trading Know as much as you can about your targets or potential Building Community: One Project at a Time! CG funders Make them participants Find out who is who Hylton in your targets What are you willing to give in exchange 22

23.
What’s a Great Idea ?One that SITS Solves a problem Important … will make a difference  To group involved  To sponsor and public  To you & Band Short-term investment by sponsor will lead to long-term gain for stakeholders* adapted from Fischer and Zigmond (2000) Building Community: One Project at a Time! CG Hylton 23

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Proposal: Key Components Great idea Effective presentationIf either are missing, you have a problem! Building Community: One Project at a Time! CG Hylton 24

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Organizing the Project All projects can be broken down into the following main steps: Investigate resources Gather necessary tools Put the project together Implement the project Evaluate the project Strategically manage the project Building Community: One Project at a Time! CG Hylton 25

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You Need a Planning Committee This group can participate by conducting research, brainstorming project ideas and developing future partnerships  Utilizeindividuals from inside AND outside the organization to conduct research  Look for individuals competent and comfortable with research and proposal development Building Community: One Project at a Time! CG Hylton 26

27.
Developing a Project Profile Step 1: Identify project ideas Step 2: Narrow down by reviewing best practices Step 3: Write down the main steps Step 4: Write down the key activities to accomplish the main steps Step 5: Write down the results and benefits to utilizing this project idea Building Community: One Project at a Time! CG Hylton 27

31.
Federal Funding Ifyour project serves people in a large area (provincial or region), start your research with the smaller area then progress to national-level foundations Ifyour project can be a model program throughout the nation for other organizations like yours, start your research at the federal level and then progress to national-level foundations Building Community: One Project at a Time! CG Hylton 31

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Federal Funding Government requires that applications for funding include the following information: A brief organizational background A description of the organizations governance structure A list of signing authorities for funding agreements Building Community: One Project at a Time! CG Hylton 32

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Federal Funding A description of the objectives/goals of the proposal E.g. to strengthen outreach to Northern and/or remote communities Building Community: One Project at a Time! CG Hylton 33

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Federal Funding A detaileddescription of the activities to be accomplished for the proposed objectives A detailed description of the expected results to be achieved by the proposed activities Building Community: One Project at a Time! CG Hylton 34

35.
Federal Funding ResidentialSchool E.g. it is expected that 500 people will be in attendance at the workshops, of which 300 are expected to be survivors Ensuring that Aboriginal survivors of these communities will be informed of the programs and services available under the Indian Residential Settlement School Agreement Resultingin increased participation in the Independent Assessment Process Building Community: One Project at a Time! CG Hylton 35

36.
Federal Funding A detailed cost breakdown/budget of the proposed activities E.g. provide a cost breakdown for each salary position to be funded E.g. cost breakdown for all travel costs, workshops costs, administrative costs, etc Building Community: One Project at a Time! CG Hylton 36

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Federal Funding Expected cash flow, based on the monthly cash-flow requirements to operate the project, including the timing of payments A detailed description of how the proposed project would further the programs objectives Building Community: One Project at a Time! CG Hylton 37

38.
Provincial, Corporate and Foundation Funding Ifthe project can only be a model program for those in your province and does not apply to others in the nation, start with provincial foundations and provincial and local resources Ifthe project relates specifically to improving services to your community, start with local corporations and local foundations Building Community: One Project at a Time! CG Hylton 38

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EndorsementsList endorsements from individuals or organizations, if available Building Community: One Project at a Time! CG Hylton 39

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Partnering RESEARCH!! Learn about their finances and their image Know who you are getting into the boat with Takesa second to form an alliance and years to build trust Building Community: One Project at a Time! CG Hylton 40

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Examples of Partnerships YMCA http://www.ymcacalgary.org/en/documents/ in-your- community/aboriginal_dc_poster.pdf Aboriginal Programs: Day Camps for children, Active Life, and 7th Generation Canadian Tire Sponsorships for children and sports sponsorships@cantire.com Building Community: One Project at a Time! CG Hylton 41

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Network Building Buildallies and partnerships among Non-Profit Organizations, Non- Governmental Organizations, and private sector All competing for the same funding will cause duplication of workforce, training, and equipment Go for the gold together Building Community: One Project at a Time! CG Hylton 42

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Use of a Champion What is a Champion? Any ideas please? Do you have a contact within the foundation? Do you or any of your colleagues know any of the founders, board members or trustees? If you have a fundable project, the insider may become your champion Building Community: One Project at a Time! CG Hylton 43

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Exercise OneThe Association XYZ is a large organization thathelps raise money and create awareness fordisease ABC. The Association believes they‟rehaving issues with funding. They believe thisbecause of the fact that they have low participationin events and low contributions What is the main problem? What is the target audience? What is the solution? Building Community: One Project at a Time! CG Hylton 45

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Finding a Funder to MatchYour Project A project MUST address a problem in which the funder is intensely interested An organization must be eligible for funding by the grant maker Grantmakers must donate to organizations with an appropriate tax status or they will be required to pay taxes on the funds they have donated Building Community: One Project at a Time! CG Hylton 46

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Establishing Nonprofit StatusSteps: File the certificate of Incorporation Select individuals to serve on the Board of Directors Develop vision and mission statements Establish bylaws and board policies Obtain an employer identification number Building Community: One Project at a Time! CG Hylton 48

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Researching Federal Funding Sources Utilizing the Project Profile: Elaborate and discuss the specific issues addressed by your project Ex. Issues addressed by a reading program Curriculum development school students Reading Literacy Development of teaching materials One Project at a Time! Building Community: CG Hylton 52

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Researching Foundation FundingSources  Four types of foundations: Independent foundations – Family foundations  Nickel Foundation Company Sponsored foundation  McDonald‟s Foundation Community foundation  Focused on the community in which they are located Operating foundation  Fund only programs that they administer to Building Community: One Project at a Time! CG Hylton 53

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Researching Foundation Funding SourcesStep 4: Write to the Foundations you have chosen Request the following information: (include a self addressed stamped envelope) Annual report Guidelines for proposals Newsletter Information about past awards and awardees Areas of special interest and support Building Community: One Project at a Time! CG Hylton 55

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Researching FoundationFunding SourcesStep 5 : Organize your information Electronic database include the following information: Foundation name, address, telephone number Contact person and title Special areas of interest Matching project title(s) and description History of contact (# of letters and/or calls) List of information received from the organization Record of last date file was updated Building Community: One Project at a Time! CG Hylton 56

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Researching FoundationFunding SourcesStep 7: Do more research Investigate who the foundation has funded previously Generally available on request or on website Important because: Have they funded the same organization for ten years in a row? What are the chances that they will fund your organization? Building Community: One Project at a Time! CG Hylton 58

60.
Researching CorporateFunding Sources Corporate funding is limited to: Companies with major main offices in your community Companies with branch facilities in your community Companies with a history of funding in your province or location (regardless of whether they are located in that location) Building Community: One Project at a Time! CG Hylton 60

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Researching CorporateFunding SourcesStep 3: List 5-10 Corporations that seem to be a good fit and record their contact informationStep 4: Find and use a Champion VERY IMPORTANT!! Poll your staff to find out if anyone knows anyone who works for the corporation or sits on the board that can be your Champion Building Community: One Project at a Time! CG Hylton 62

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Researching CorporateFunding SourcesStep 5: Develop a plan of action on contacting the Champion What information about the project will be presented at the time of initial contact? Who is responsible for gathering information for the initial meeting with the champion (s)? Specifically, what do we want the organization to do for us? What do we want the potential Champion to do for us? Who will make the initial contact with the Champion? Building Community: One Project at a Time! CG Hylton 63

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Researching CorporateFunding SourcesStep 7: Analyze the information What about the project might interest the company? Why should the company want to support the project? What are the benefits to the company in supporting the project? What evidence will you be able to show that the company‟s support and investment were worthwhile? Building Community: One Project at a Time! CG Hylton 65

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Researching CorporateFunding SourcesStep 8: Revise the projectStep 9: Develop a proposal outline Corporations do not put out Requests for Proposals Work with the Champion in developing this outline Building Community: One Project at a Time! CG Hylton 66

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Researching CorporateFunding SourcesStep 10: Make telephone contact IMPORTANT to be clear and concise Introduce yourself and provide a brief description of the project and support needed from the company Request an appointment to make an oral presentation Building Community: One Project at a Time! CG Hylton 67

68.
Researching CorporateFunding SourcesStep 11: Revise the project according to feedback from corporate contact personStep 12: Make an Oral Presentation Prepare a one-page summary of your project, including a specific description of the support requested Prepare the Champion to accompany you (by ensuring that person is familiar with the project) Building Community: One Project at a Time! CG Hylton 68

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Researching Corporate Funding SourcesStep 13: Make an Oral Presentation The presentation should last no longer than fifteen minutes and should follow: Discuss your organization – 1-2 minutes Discuss the problem – 1-2 minutes Discuss the solution (your project) – 5 minutes Discuss the need for support from the company – 2 minutes Discussion Call to action (what are our next steps) 3-5 minutes Building Community: One Project at a Time! CG Hylton 69

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Researching CorporateFunding SourcesStep 14: Develop a full proposalStep 15: Hand deliver a professionally “packaged” proposal within 10 days after you meeting Building Community: One Project at a Time! CG Hylton 70

71.
Researching Province andLocal Funding Sources Provincial resources are often the most difficult to find out about because the funding is constantly fluctuating Provincial offices that release competitive Request for Proposals include: Department of Health Department of Social Services Department of Education Building Community: One Project at a Time! CG Hylton 71

73.
Exercise TwoIn pairs describe the proposal challenge your organisation has andidentify the „champion‟ among your team. List strengths andweaknesses of everyone in your team and decide who would be thebest advocate. You are going to be the champion for your specificproposal. Why did you choose the champion you chose? Building Community: One Project at a Time! CG Hylton 73

74.
Be Honest Be truthful about capabilities and weaknesses (prior and current) Forexample: Likely readers already know if your board all disagreed last year, so take accountability and learn from it Building Community: One Project at a Time! CG Hylton 74

75.
Case Study A non profit group hired a social worker who acted unprofessionally and unethically Actions damaged reputation of local group It‟sknown his references were not verified and he was in fact unregistered with a college Intheir hast to hire they overlooked a fundamental policy – licensing Building Community: One Project at a Time! CG Hylton 75

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Researching Provincial andLocal Funding SourcesStep 1: Search province Directories of funding sourcesStep 2: Network with provincial Organizations Find out which Departments will be releasing an RFP and get on their mailing list Building Community: One Project at a Time! CG Hylton 76

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Researching Provincial andLocal Funding SourcesStep 3: Network with professional associations Grant seekers services or trainingStep 4: Network with community organizations Both to learn of provincial funding opportunities and for future funding Building Community: One Project at a Time! CG Hylton 77

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Researching Provincial andLocal Funding SourcesStep 5: Network with other grant seekersStep 6: Keep up with current events Funding follows problems Regularly review provincial & local newspapers and professional journals Building Community: One Project at a Time! CG Hylton 78

79.
Analyzing an RFPStep 1: Thoroughly review the RFPStep 2: Develop three outlines Hot Buttons outline Content outline Publishing requirements outline Funders will often conduct a first review. If information requested in the RFP is not included in your proposal or their instructions on publishing have not been followed, your proposal will not make it past this stage!!! Building Community: One Project at a Time! CG Hylton 79

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Analyzing an RFPStep 3: Keep a list of questions It is best to develop a list of questions This will prevent you from calling the contact person multiple times Building Community: One Project at a Time! CG Hylton 80

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Be careful of your firststeps into anything!Time for lunch! Building Community: One Project at a Time! CG Hylton 81

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Hot Buttons Outline Hot buttons are: Topics that are strongly encouraged in the introduction and overview of the RFP These may be best practices or activities that are strongly encouraged Facts or instructions Ex. Length of project, size of budge, etc. Hot buttons will often be mentioned more than once!! Building Community: One Project at a Time! CG Hylton 82

83.
Proposal Content Outline  Proposal content includes all items to be included in the proposal, their names, order and what should be included in each item  Referto a section the same way as the funder Ex. If the funder refers to a calendar as a timeline then you should refer to it as a timeline  Advantage of having an outline Building Community: One Project at a Time! CG Hylton 83

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Proposal Content Outline Follow the order that is requested in the RFP Ex. do not place a needs assessment ahead of the program description if that is not how the funder has requested it Onlyinclude the information requested in each section Funders are looking for concise, well organized proposals Specific target market has been decided on Building Community: One Project at a Time! CG Hylton 84

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Target Audience Once you decide on a funder: CONNECT with the actual grant consultant! This person or the board will approve or deny your proposal! Make sure you read over everything Then ask questions about the criteria, layout, what needs to be done when, etc! Not a single question is EVER considered a stupid question! Building Community: One Project at a Time! CG Hylton 85

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Target Audience Create a proposal that targets a specific audience Don‟t generalize! Then companies know that you‟ve sent out this proposal mass email! Changingand specifying shows the company that you‟ve researched them Building Community: One Project at a Time! CG Hylton 86

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Publishing RequirementsOutline A publishing outline should include the following instructions: Page limitations The appendix is only for information requested by the funder or for data that will strongly enhance your proposal Margins and fonts Paper, binding and number of copies Page numbering and table of contents Deadlines Building Community: One Project at a Time! CG Hylton 87

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Review We have: Identified the Broad Problem Identified the Real Problem Outlined the Project Discussed how to research and find a funder Discussed how to review and outline an RFP Building Community: One Project at a Time! CG Hylton 88

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Beginning of Project Startby getting support (letters or funds) from politicians, groups, and private companies at the beginning of the project (after deciding on the problem and what the solution should be) Make sure they relate to your problem Building Community: One Project at a Time! CG Hylton 89

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Developing the WrittenProposal Before writing begins, elaborate on project synopsis: Step 1: Rewrite the project outline with the new information that you have received Step 2: Establish a time frame on all activities it takes from receiving funding through final evaluation Building Community: One Project at a Time! CG Hylton 90

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Developing the WrittenProposalStep 5: List Facilities and their costStep 6: Tally the approximate cost This is IMPORTANT!! You need to know how much funding it will take to pay for the entire project. You will need to provide the funder the percentage of the total budget that you are requesting Building Community: One Project at a Time! CG Hylton 92

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Developing the WrittenProposal Conduct additional research on Best Practices Review: Peer reviewed journals Information from Professional Associations Recent books and texts All information should be no more than three years old!! Building Community: One Project at a Time! CG Hylton 93

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Problem Statement Include in this section of the proposal: A logical, narrative description of your problem Results of local needs assessments Historical data Statement of the impact of this problem Statistical backup and comparisons about your problem Building Community: One Project at a Time! CG Hylton 94

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Problem statement Tips: Always relate the problem to your target population Focus your efforts towards one well developed problem Use statistics, rather than opinions Quote the funders own research when possible!! Building Community: One Project at a Time! CG Hylton 95

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Project Approach Include: Roles of key personnel Note the time frame for each step Justification of your approach Building Community: One Project at a Time! CG Hylton 98

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Project Approach Tips: Write Goals and Objectives prior to this section Have someone review this section to ensure that it is clear and logical Mention any advisory board members or staff whose time and effort will be donated Building Community: One Project at a Time! CG Hylton 99

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Project Approach Tips: This section answers, “how do you intend to do your project” Utilize best practices research Be concise!!! Present solutions to issues in the proposal prior to submitting Building Community: One Project at a Time! CG Hylton 100

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Project Approach - ConstraintsTips: Embrace known constraints and tackle them head on Constraints force creativity, breed ingenuity, and trailblazing tactics Building Community: One Project at a Time! CG Hylton 101

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Goals and Objectives Goals: Broad statement describing the end result of your project Addresses “what” you want to achieve and “how” you will achieve it Building Community: One Project at a Time! CG Hylton 102

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Goals and Objectives Objectives: Needs to be measurable and realistic! Addresses: What you will do and how you intend to do it Quantification of when, for how many, or by how much Statement of the results you expect Building Community: One Project at a Time! CG Hylton 103

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Objectives Utilizebest practices research to identify what the shift should be! Never overestimate! It is always best to underestimate and to succeed your objectives! Itis much easier to prove impact objective shifts than outcome data Multiple factors are generally involved in outcome objective shifts Building Community: One Project at a Time! CG Hylton 105

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Show the before andafter picture Life is ever changing Building Community: One Project at a Time! CG Hylton 106

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Exercise Three From the problem decided in the First Exercise. What are the goals and objectives to reach the solution made? Short Term Goals? Long Term Goals? Objective? Building Community: One Project at a Time! CG Hylton 108

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Dissemination Plan Include the following in the dissemination plan: Specific dissemination information: province wide, professional, regional and national Discussion of the types of information you will share Description of any products that may be sold Building Community: One Project at a Time! CG Hylton 109

111.
Evaluation PlanInclude the following: A list of the proof of accomplishments of goals and objectives Meeting agendas and minutes, results from tests and evaluations, enrollment and attendance records, employment records, committee rosters and internal reports and memos Building Community: One Project at a Time! CG Hylton 111

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Evaluation PlanBenchmark your completed goals for the short term, the long term, and any significant parts of the project being finishedEvaluation ensures that goals and objectives are being met in a timely fashionGoals and objectives need to be altered if there are any set backs – find out what works, what doesn‟t Building Community: One Project at a Time! CG Hylton 112

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Evaluation Plan Include the following: Accurate financial records that match the approved budget for the project Reports should be done periodically to document project progress and future plans Expected publishing dates for these reports should be produced Building Community: One Project at a Time! CG Hylton 113

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Evaluation PlanTips: Put together an internal evaluation team Contract with an outside evaluation team to review process evaluation and conduct impact/outcome evaluation Organize the evaluation plan by objectives Everything that was addressed in the goal and objectives section should be measured One Project at a Time! Building Community: in the evaluation plan CG Hylton 114

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Continuation PlanAlso referred to as a sustainability plan Include: Support for your project Detailed and reasonable action plans for acquiring financial support for your project before termination of the funding being requested Reference letters of support for future financial support if project is successful Building Community: One Project at a Time! CG Hylton 115

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Continuation Plan Tips: Make a solid and plausible case Include a plan even if the funder does not require one Get letters of support, indicating future financial support Show how your organization has continued projects beyond its original support Building Community: One Project at a Time! CG Hylton 116

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Budget The funder will usually want to see the total project budget and then what portion of the budget will be covered by that funder All resources that are required to initiate and maintain your program should be included in the total budget Building Community: One Project at a Time! CG Hylton 117

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Budget Resource Budget Use a table to help you organize Personnel your budget and Technology the break down of Distribution budgets for each Promotion department/sectio n Other Services Total Cost Building Community: One Project at a Time! CG Hylton 120

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BudgetIn-Kind Funds Noncash contributions made by you and/or your partners that include: Employee time Full-time use of equipment Part-time use of equipment such as a copier Materials Supplies Volunteer time Facilities Special support services Building Community: One Project at a Time! CG Hylton 123

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Budget Materials and Supplies Suppliesare consumables (pencils, paper, etc.) Materials are consumables that have a longer life span (software, books, etc.) Building Community: One Project at a Time! CG Hylton 124

126.
Budget Tips: Be THOROUGH!!! Do not make up figures (get bids) Call the program contact person for assistance in compiling a budget Be honest about deliverables: locations and personnel can be found and suitable High level requirements: accessible location & person with ? Experience Building Community: One Project at a Time! CG Hylton 126

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Budget Justification Include: The rationale for each item requested Formula (s) for each item requested Items that match the Budget Summary and the proposal itself Building Community: One Project at a Time! CG Hylton 128

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Budget Justification Tips: Should be brief and concise Cut and past charts and spreadsheets used to develop budget Written in bullets Relate request to the objective it supports Building Community: One Project at a Time! CG Hylton 129

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Management Plan Include: Major responsibilities of each key personnel Involvement and responsibilities of any donated and volunteer personnel Statement of how fiscal management will be carried out Description of how the project will be Project at a Time! Building Community: One documented CG Hylton 130

131.
Management Plan Tips: Be brief and concise Include an organizational chart for your project and show where the project fits into your organization Include a flowchart of project events and processes Include a flowchart demonstrating the lines of communication Building Community: One Project at a Time! CG Hylton 131

132.
Timelines Include: Goals and objectives Time frames for major milestones and special events Time frames for major reports and evaluations Time frames of important deadlines Time frames for special requirements requested by the funder Building Community: One Project at a Time! CG Hylton 132

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Timelines Tips: Keep it simple Be sure that time frames are realistic Match time frames to the body of the proposal Plan the work, work the plan, and make sure it gets delivered on time Building Community: One Project at a Time! CG Hylton 133

134.
Timelines Tips: In the beginning: ignore details early on Ex. Architects and designers do not plan the tiles before they make a sketch Make sure there is plenty of time, start at least 6 months in advanced before the deadline Building Community: One Project at a Time! CG Hylton 134

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Project Timetable Present a timetable for each phase of the project. Make sure this follows the funder‟s timeline!!! Description Start Date to Completion DatePhase 1Phase 2Phase 3 Building Community: One Project at a Time! CG Hylton 135

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Key Staff Include: Name, title and job function Position he or she will hold in the project Summary of skills in relation to project Experience relevant to project Education Awards and/or publications Building Community: One Project at a Time! CG Hylton 136

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Key Personnel Provide an organization chart and profiles of the project management team Building Community: One Project at a Time! CG Hylton 137

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Key PersonnelTips: Don‟t simply submit a job history Don‟t include unrelated job credentials Focus qualifications to perform on this job Keep to one page Don‟t wait until the last minute!!! Building Community: One Project at a Time! CG Hylton 138

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Exercise 4Create a timeline and explain how you would spend the money in order to solve your problem. Have your champion explain what the problem is, target audience, goals and objectives, timeline, spending, and the solution Building Community: One Project at a Time! CG Hylton 139

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Approval Seek approval first for your proposal BEFORE starting on any work Make sure the proposal meets the requirements, wants, and needs of the approval party Building Community: One Project at a Time! CG Hylton 140

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Goals and Objectives Tips: Develop a chart and fill it out Keep the language and sentence structure simple Have an outsider read your goals and objectives to ensure that they are clear and logical The goals and objectives should form a map for your project Building Community: One Project at a Time! CG Hylton 141

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Cover Letter Include: An introduction to your organization Your purpose for submitting the proposal Statement of how your project fits with the grantor‟s program focus Building Community: One Project at a Time! CG Hylton 143

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Cover Letter Include: Persuasive statements about the merit of your project Appreciation for the opportunity to submit a proposal Building Community: One Project at a Time! CG Hylton 144

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Cover Letter Tips: Keep the letter to one page Use a professional business letter format Use a subject line Building Community: One Project at a Time! CG Hylton 145

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Cover Letter Tips: Left justify only The letter should be from the administrator Have someone proof read this letter, as it is the first thing the funder will read! Building Community: One Project at a Time! CG Hylton 146

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Title The Title is important It sets the first impression It is often used to help route the application to the appropriate reviewers Keys to success Informative , Succinct, Interesting Specify the population of interest Building Community: One Project at a Time! CG Hylton 147

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Title Page Include: Identification of the grantor‟s program by number and name Deadline (for federal grants the transmittal deadline) Identification of the organization to which the proposal is being submitted Building Community: One Project at a Time! CG Hylton 148

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Title Page Include: The title of your project Identification of the organizations submitting the proposal Contact person‟s name and telephone number Building Community: One Project at a Time! CG Hylton 149

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Introduction Include: Brief description of your organization, its size, makeup and location Brief description of your service population and community you serve Compare your organization and service community to other communities and the nation Building Community: One Project at a Time! CG Hylton 150

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Introduction Include: A one-sentence description of your project Use “hot buttons” in the introduction Explain what the results of the problem in terms of impact in the target population Building Community: One Project at a Time! CG Hylton 151

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Executive Summary Include: The project title Contact person for the project and contact information Organization‟s official name and address Building Community: One Project at a Time! CG Hylton 153

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Executive Summary Include: One sentence statement of the problem Brief summary description of the project 2-3 sentence statement of the results you expect Building Community: One Project at a Time! CG Hylton 154

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Executive Summary Tips: Make a clear heading for each topic Write in short and concise sentences Use bulleted lists where possible Should be no more than one page in length Building Community: One Project at a Time! CG Hylton 155

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Project Summary Include: A logical and chronological description of the essence of your project Any events or components required by the funder Explanation for requesting any major budget items Building Community: One Project at a Time! CG Hylton 156

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Table of Contents Include: Section headings to all major sections in the proposal Subsection headings to important subsections All sections named by the grantor Sequential page numbers on which each section or subsection begins Building Community: One Project at a Time! CG Hylton 158

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Table of Contents Tips: Follow ANY AND ALL directions given by the grantor Always use the grantor‟s terminology Make the table of contents reader friendly Building Community: One Project at a Time! CG Hylton 159

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Body Included in the body: Budget Timelines Details of the project Other info, not detailed previously Building Community: One Project at a Time! CG Hylton 160

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Statement of AssuranceA signed document that assures the funding source that you are going to complete the project you have outlined in the proposalAgree to follow the rules set up between you and the grantor Building Community: One Project at a Time! CG Hylton 161

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Appendix  Tips: When in doubt, CUT! Put in significant enhancements only! Only include letters of support that establish genuine support for your project ALWAYS ADHERE TO THE FUNDER’S GUIDELINES AND PAGE LIMITS Building Community: One Project at a Time! CG Hylton 164

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TIPS For the Report Remember: READ OVER EVERYTHING If you have a question about something then the funder will definitely have one too! Don‟t use acronyms, etc., e.g., or long complicated questions Keep it detailed and finish the sentence! Use point form when you can = Building Community: One Project at a Time! easier to understand! CG Hylton 165

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Resource Thispresentation was outlined from the following resource: Grant seeker‟s Toolkit: A Comprehensive Guide to Finding Funding by Cheryl Carter New and James Aaron Quick We strongly recommend acquiring a copy of this reference!!!! Building Community: One Project at a Time! CG Hylton 166

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Follow up for success! Building Community: One Project at a Time! CG Hylton 167

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Pitfalls of RFP’s Donot mention people, specific programs, software, and research that you have NOT THOROUGHLY investigated For example: know price, consent, and research completed Building Community: One Project at a Time! CG Hylton 168

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Why Proposals Fail? (cont‟d) In general, if readers feel they are working harder to read or understand your proposal than you did to write it, they tend to get annoyed! Carelessness (typos, misspelling, omitted words) are often considered a harbinger of future careless work on the project - leaves a bad impression! Building Community: One Project at a Time! CG Hylton 173

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If I Fail, What Next? No one succeeds with each proposal, we all experience rejection sometime! It’s not personal ! You will survive ! Get over it! First proposal (new writer, to a new sponsor, new program, addressing a new theme) often fail Whether your proposal is awarded or not, you may receive written comments Building Community: One Project at a Time! CG Hylton 174

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If I Fail, What Next? (cont‟d)  If your proposal is rejected and you receive written comments, read them, get angry, put them aside for awhile, and read them again  Contact the reader for explanations/clarifications – it‟s important to understand the shortcomings  Rewrite the proposal, revisions should respond to the reviews, and RESUBMIT! Building Community: One Project at a Time! CG Hylton 175

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Questions for Contact Person Are we eligible to apply for a grant under your program? May I have a copy of the RFP (current or last year‟s copy)? Do you have a past successful proposal for us to use as a guide? Write the feedback down!!!!!!!!!! Building Community: One Project at a Time! CG Hylton 176

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Summary of Workshop  What is the problem you are trying to solve?  Think up of alternative solutions and pick one!  Develop a project profile: follow steps 1-5  Target federal, provincial, corporate, or foundation funding RESEARCH! 8 Steps Use a Champion: Building Community: One Project at a Time! CG Hylton 178

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Summary of Workshop  Create a proposal outline Have a specific target audience  Write a problem statement  Figure out the goals and objectives of your proposal  Have a connunications and evaluation plan  Have a continuance plan, a budget, timeline, and figure out who the key personnel are Building Community: One Project at a Time! CG Hylton 179

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What is a project?  Temporary with a specific start and end date  Have an end result – deliverable or something that must be completed or created WHAT ARE THE KEY COMPONENTS OF A SUCCESSFUL PROJECT? Building Community: One Project at a Time! CG Hylton 184

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Project Management Skills Who is the Project Manager?A person responsible for managing the project 185

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Project ManagerResponsibilities MANAGING A SENIOR PROJECT IS THE RESPONSIBILITY OF THE PROJECT MANAGER Building Community: One Project at a Time! CG Hylton 186

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Who is your Manager? Choices? Building Community: One Project at a Time! CG Hylton 187

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Who are the stakeholders?  Someone who has a negative or positive impact on your project and can influence the expectations and deliverables.  Community members, Elders, School, Faculty and Parents, Non-native community members Building Community: One Project at a Time! CG Hylton 188

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Who are your stakeholders? Choices? Building Community: One Project at a Time! CG Hylton 189

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Who is aSponsor? Individuals or organizations who will provide support or funding for the project Someone who has a vested interest in the projectExample of sponsors: ◦ Provincial Health ◦ Private Corporations ◦ Safeway ◦ Sears ◦ Chief and Council Building Community: One Project at a Time! CG Hylton 190

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Who are your sponsors? Choices Building Community: One Project at a Time! CG Hylton 191

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Who are theTeam Members?  Individuals who are appointed, selected or volunteer to work together on the project (ex: the committee members)  Individuals who have diverse skills and talents (ex: trainers and students)  Encourage mentoring with team members during the project (ex: self success) Building Community: One Project at a Time! CG Hylton 192

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Who are your committeevolunteers  Choices? Building Community: One Project at a Time! CG Hylton 193

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Team Organization Chart Individual who will provide support or obtain financial Sponsor funding for the project. Someone who has a vested interest in the project. Project Work with the team to develop a schedule and discuss Manager potential risks. Responsible for ensuring project is completed on time, within budget, and on schedule. Individuals appointed, selected or volunteer to workTeam Members together on the project completing tasks or deliverables.Stakeholders/ Individuals appointed, selected or volunteer to work Volunteers together on the project completing tasks or deliverables. Building Community: One Project at a Time! CG Hylton 194

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Starting the Process Determine and decide what service is being developed (Horse Culture Program) Collaborate and clarify the need Assign or appoint a project manager and sponsor (team leader) Gather any information to help understand the requirements of the project by answering the what, when, who, why, where and how questions Development of the project charter or scope Building Community: One Project at a Time! CG Hylton 195

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What do you need to start theprocess? Any ideas? Building Community: One Project at a Time! CG Hylton 196

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Planning ProcessThe planning process is to organize and identify the components of a project to develop the product or service.The project manager and the team work together to write the scope of work, create a checklist, identify resources, estimate time to develop tasks and recommend major deliverables. Building Community: One Project at a Time! CG Hylton 197

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Who is going to write the scope of work, create a to do checklist, identify resources, estimate time to develop tasks and recommend major deliverables. Building Community: One Project at a Time! CG Hylton 198

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Who is going to write the scopeof work statement  WHAT  WHEN  WHO  WHY  HOW Building Community: One Project at a Time! CG Hylton 199

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The Project Charter◦ Identify project title◦ Appoint project manager◦ Who is the customer◦ Describe the project‟s purpose◦ Define when the project will start and end◦ What are the major deliverables Building Community: One Project at a Time! CG Hylton 201

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Who is going to write the ProjectCharter Any ideas? Building Community: One Project at a Time! CG Hylton 202

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Project Checklist The checklist is a document to record the tasks and the team will priorize them.  Identify tasks or activities  Put tasks in order of completion  Identify milestones Building Community: One Project at a Time! CG Hylton 203

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Project Schedule Good planning allows for the project manager to manage and control the project tasks and resources To complete the project schedule, determine the time for each task and assign a volunteer who will be responsible for the task The project manager should divide up the tasks and provide an estimate of time to complete that task Building Community: One Project at a Time! CG Hylton 204

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Project Quality Ensure stakeholder expectations are being met by defining processes to verify and validate successful product completion. Understanding the desired outcome the team can work together to build quality into the product. Monitor quality throughout the project. Building Community: One Project at a Time! CG Hylton 205

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Project CommunicationsDevelop a plan that answers the followingquestions: what, when, who, where and how. What needs to be communicated? When does the information need to be distributed? Who should receive the information (all stakeholders)? Where should the information be distributed? How and what format should the information be presented? Building Community: One Project at a Time! CG Hylton 207

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Project RisksIDENTIFY, DOCUMENT & EXAMINE PROJECT RISKS◦ NOT HAVING THE FUNDS FOR PROJECT◦ NOT HAVING THE DATES LOCKED IN WITH THE DIFFERENT FACILITIES◦ NOT ENOUGH TIME TO COMPLETE THE PROJECT Building Community: One Project at a Time! CG Hylton 208

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Project Procurement Create a plan to monitor any changes to contracts that occur during the project (the venue, timing, etc.) The project manager will need to understand the contract requirements At project completion all contracts are closed Building Community: One Project at a Time! CG Hylton 209

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Monitoring and Controlling Process To monitor and manage changes against the project‟s objectives, review the scope statement at periodic times during the project (what will you do if the place where you are holding the program is destroyed by fire and the new place is more expensive? ) If you make many changes to the scope, this is when you need to revisit the objectives Building Community: One Project at a Time! CG Hylton 210

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Our offer to you Please call if you have any HR, or workplace issue that you are overwhelmed with We can help you We also are pleased to do Free Workshops for your organization (some limits apply) Let us know what your needs are and we will make it happen! 212